FS112 – Special Education Paraprofessionals File ...



U.S. DEPARTMENT OF EDUCATIONEDFacts Submission SystemFS112 - Special Education Paraprofessionals File SpecificationsSY 2019-20This technical guide was produced under U.S. Department of Education Contract No. 91990019A0008 with Applied Engineering Management Corporation. Brandon Scott served as the contracting officer’s representative. No official endorsement by the U.S. Department of Education of any product, commodity, service or enterprise mentioned in this publication is intended or should be inferred.This technical guide is in the public domain. Authorization to reproduce it in whole or in part is granted. While permission to reprint this publication is not necessary, the citation should be: File 000 – File Name File Specifications – VXX.X (SY XXXX-XX), U.S. Department of Education, Washington, DC: EDFacts. Retrieved [date] from the EDFacts Initiative Home Page.On request, this publication is available in alternate formats, such as Braille, large print, or CD ROM. For more information, please contact the Department’s Alternate Format Center at (202) 260-0818.DOCUMENT CONTROLDOCUMENT INFORMATIONTitle:FS112 - Special Education Paraprofessionals File SpecificationsSecurity Level:Unclassified – For Official Use OnlyDOCUMENT HISTORYVersion NumberDateSummary of Change 1.0 – 15.0Versions 1.0 through 15.0 are used to build files for school years prior to SY 2019-20.16.0January 2020Updated for SY 2019-20:Added new section 2.4 “Categories and Permitted Values”, listing categories and permitted values used in this fileGuidance section renumbered to 2.5Deleted duplicate information on categories and permitted values from Q & A section Definitions section renumbered to 2.616.1April 2020Section 2.5 Guidance: Added new question “How should we report teachers who work with 5-year-old children with disabilities who are in Kindergarten (now reported in FS002)?”PREFACEThis document provides technical instructions for building files that are submitted through the EDFacts Submission System (ESS). The ESS is an electronic system that facilitates the efficient and timely transmission of data from SEAs to the U.S. Department of Education.This document is to be used in coordination with other documentation posted on the EDFacts Initiative Home Page under EDFacts System Documentation, including:EDFacts Workbook – a reference guide to using the EDFactsSubmission System (ESS); particularly useful to new users; contains multiple appendices, including one that explains how to use the file specifications ESS User Guide – provides assistance to new users of the EDFacts Submission System (ESS); it addresses the basic mechanics of system access and data submission EDFacts Business Rules Single Inventory (BRSI) - a single inventory containing business rules applied to EDFacts data throughout the pre- and post-submission lifecycle of that data. The inventory describes each business rule, including the error number, type, message, definition, edit logic, and the file specifications where the business rules are appliedPlease contact the Partner Support Center (PSC) with questions about the documents. You will find contact information for PSC and each State EDFacts Coordinator on the EDFacts Contact Page.Data submitted through the ESS are authorized by an Annual Mandatory Collection of Elementary and Secondary Education Data Through EDFacts (OMB 1850-0925, expires 8/31/2022). EDFacts is a U.S. Department of Education (ED) initiative to govern, acquire, validate, and use high-quality, pre-kindergarten through grade 12 (pre-K–12) performance data for education planning, policymaking, and management and budget decision-making to improve outcomes for students. EDFacts centralizes data provided by SEAs, LEAs and schools, and provides users with the ability to easily analyze and report data. This initiative has significantly reduced the reporting burden for state and local data producers, and has streamlined data collection, analysis and reporting functions at the federal, state and local levels. CONTENTS TOC \o "2-3" \h \z \t "Heading 1,1" DOCUMENT CONTROL PAGEREF _Toc37670016 \h iiPREFACE PAGEREF _Toc37670017 \h iii1.0PURPOSE PAGEREF _Toc37670018 \h 52.0GUIDANCE FOR SUBMITTING THIS FILE PAGEREF _Toc37670019 \h 52.1Changes from the SY 2018-19 File Specifications PAGEREF _Toc37670020 \h 52.2Core Requirements for Submitting this File PAGEREF _Toc37670021 \h 52.3Required Categories and Totals PAGEREF _Toc37670022 \h 62.4New! Categories and Permitted Values PAGEREF _Toc37670023 \h 72.5Guidance PAGEREF _Toc37670024 \h 82.6Definitions PAGEREF _Toc37670025 \h 93.0FILE NAMING CONVENTION PAGEREF _Toc37670026 \h 114.0FIXED OR DELIMITED FILES PAGEREF _Toc37670027 \h 124.1Header Record Definition PAGEREF _Toc37670028 \h 124.2Data Record Definition PAGEREF _Toc37670029 \h 13APPENDIX: IDEA CROSSWALK PAGEREF _Toc37670030 \h 15PURPOSEThis document contains instructions for building files to submit EDFacts Data Group 647: Special education paraprofessionals (FTE) table. The definition for this data group is: The number of full-time equivalent (FTE) paraprofessionals employed or contracted to work with children with disabilities (IDEA) who were ages 3 through 21. The data using this file specification are collected under the authority of the Individuals with Disabilities Education Act (IDEA), Section 618. The data are also used for monitoring the programs and activities under IDEA. The appendix contains a crosswalk of this file and the applicable section of the OSEP legacy data collection Table 2 “Personnel (In Full-Time Equivalency of Assignment) Employed to Provide Special Education and Related Services for Children with Disabilities.”The ED Data stewarding offices for this file: OSERS/OSEP GUIDANCE FOR SUBMITTING THIS FILEThis section contains changes from the previous school year, core requirements for submitting this file, required categories and totals, and general guidance.Changes from the SY 2018-19 File SpecificationsOther than any editorial changes listed in the document history on page ii, there have been no changes to this file specification.Core Requirements for Submitting this FileThe following table contains the reporting period; the education units included or excluded, the type of count, and zero count reporting.Table 2.2-1 Core Reporting RequirementsSEALEASchoolReporting PeriodChild Count Date - The date designated by the state that is between October 1 and December 1 for the IDEA child count.Child Count Date - The date designated by the state that is between October 1 and December 1 for the IDEA child count.Education units reported Include SEAOperational LEAs that have responsibility for children with disabilities (IDEA) with IEPs.Education units not reportedClosed, inactive, or future LEAsLEAs that do not have responsibility for children with disabilities (IDEA) with IEPs.Type of countFull-time equivalent (FTE), rounded to the hundredth decimal place FTE rounded to the hundredth decimal placeZero countsRequired for all valid combinations, except as explained belowNot required; valid combinations for the state that are not included will be assumed to be zerosZero Exceptions and Not ApplicableIf any LEA has no students in one of the age ranges, that age range should be left out of the file.MissingUse “-1” to report missing FTE count (ignore instructions on number format in record layouts)Use “MISSING” when a category is not availableUse “-1” to report missing FTE count (ignore instructions on number format in record layouts)Use “MISSING” when a category is not availableRelated metadata survey Required Categories and TotalsThe table below lists the combinations of the categories and totals that are expected to be submitted for the state and each LEA or school that should be included in the file. An “X” in the column indicates that the category value must be submitted when reporting that aggregation. The total indicator must be either “Y” (Yes) or “N” (No). If the record is for a category set, specify an “N” (No). If the record is for a subtotal or education unit total, specify a “Y” (Yes). The abbreviations in the “Table Name” column represent the technical name of the data used in the file.Table 2.3-1: Required Categories and TotalsAggregationTable NameAge GroupQualification Status (Paraprofessionals)Total IndicatorCommentsCategory Set ASPEDPARAPROFXXNStaff (FTE) by Age Group by Qualification Status (Paraprofessionals)Subtotal 1SPEDPARAPROFXYStaff (FTE) by Qualification Status (Paraprofessionals)Subtotal 2SPEDPARAPROFXYStaff (FTE) by Age GroupEducation Unit TotalSPEDPARAPROFYEducation Unit Total of Staff (FTE)New! Categories and Permitted ValuesThis section contains the categories and permitted values used for submitting this file.DG647 - Special education paraprofessionals (FTE) table:Age GroupThe age range of students (children).Permitted Value AbbreviationPermitted Value DescriptionComments3TO53 through 5In legacy collection as 3 through 56TO216 through 21In legacy collection as 6 through 21MISSINGMissingQualification Status (Paraprofessionals)An indication of whether paraprofessionals are classified as qualified for their assignment according to state definition.Permitted Value AbbreviationPermitted Value DescriptionCommentsQQualifiedNQNot qualifiedMISSINGMissingGuidanceThis file specification is used to collect the full-time equivalency (FTE) of special education paraprofessionals who are employed or contracted to provide special education and related services to children with disabilities (IDEA) ages 3 through 21. This file specification reflects the requirements of the Individuals with Disabilities Education Act (IDEA ’04). Other files collect data on special education teachers (FS070) and related services personnel (FS099).This section contains guidance for submitting this file in the format of questions and answers.Which paraprofessionals should be reported in this file?Include the FTE of all paraprofessionals employed or contracted to provide special education and related services to children with disabilities (IDEA) ages 3 through 21 regardless of funding source (i.e., Part B, State, and local), including personnel employed by private agencies.What paraprofessionals should not be reported in this file?Exclude the FTE of special education paraprofessionals who provide special education and related services exclusively to children with disabilities (IDEA) from birth through age 2.How are data reported by FTE?Report the FTE on only the percentage of time the special education paraprofessionals work specifically with children with disabilities (IDEA) receiving special education and related services. When reporting the SEA or LEA data, the data are rounded to the?hundredth decimal place. For example, a paraprofessional who works 3 hours per day of a 6-hour school day is counted as 0.50 FTE.? A paraprofessional works 4 hours per day of a 6-hour school day, is counted as 0.67 FTE.? As another example, if an LEA has two paraprofessionals who each work 4 hours per day of a 6-hour school day, the LEA would report 1.33 FTE (rounding the 1.334 to the nearest hundredth decimal place). How are FTE of paraprofessional reported by qualification status?FTE is reported as either qualified or not qualified. Qualification status depends on whether paraprofessionals are included in the state’s definition of qualified based on the criteria identified in 20 U.S.C. 1412(14)(B). If paraprofessionals are included, then paraprofessionals must meet the State standard for qualified based on the definition. If paraprofessionals are not included in the definition, then paraprofessionals are considered qualified for the FTE if they either:Hold the appropriate State certification or licensure for the position held, orHold a position for which no State requirements exist (i.e. certification or licensure requirements). Paraprofessionals who do not meet the standards listed above for qualified are reported as not qualified.What if paraprofessionals serve both children with disabilities (IDEA) and students without disabilities under IDEA?If paraprofessionals work part of their time with children with disabilities (IDEA) and part of their time with children without disabilities under IDEA, report only the proportion of their FTE the paraprofessional works specifically with children with disabilities (IDEA) receiving special education and related services.New! How should we report teachers who work with 5-year-old children with disabilities who are in Kindergarten (now reported in FS002)?Report the special education teachers and paraprofessionals who are employed or contracted to work with 5-year-old children with disabilities who are in Kindergarten in the school age reporting category (permitted value 6TO21). OSEP is allowing a one-year transition period for states to begin reporting the special education teacher and paraprofessional data for EDFacts files 070 and 112 in this way. During the transition period, OSEP is requesting that states upload a data note explaining where the personnel employed or contracted to work with 5-year-old children with disabilities who are in Kindergarten are reported in the IDEA Personnel data.How are missing data reported?If your state does not have the data available by required disaggregation, report that as missing in EDFacts.Where can I find more information on this topic?Additional information about special education paraprofessionals can be found at: IDEA Data Center Resource Library website How does EDFacts data map to OSEP’s legacy Table 2?A crosswalk for legacy Table 2 can be found in the Appendix.DefinitionsWho are paraprofessionals?Paraprofessionals are employees who provide instructional support, including those who:provide one-on-one tutoring if such tutoring is scheduled at a time when a student would not otherwise receive instruction from a teacher assist with classroom management, such as organizing instructional and other materialsprovide instructional assistance in a computer laboratoryconduct parental involvement activitiesprovide support in a library or media centeract as a translatorprovide instructional support services under the direct supervision of a teacher.Also see the EDFacts Workbook for the standard definitions.FILE NAMING CONVENTIONThe following file naming convention is to help identify files to provide technical assistance.A maximum of 25 characters (including the file extension) is allowed for the file name.The following is the naming convention for file submissions:sslevfilenamevvvvvvv.extTable 3.0-1: File Naming ConventionWhereMeansLimit in charactersssUSPS State Abbreviation2levAbbreviation for level:SEA for a State Education Agency levelLEA for a Local Education Agency level3filenameSPEDPPROF9vvvvvvvAlphanumeric string designated by the SEA to uniquely identify the individual submission (e.g., ver0001, v010803)7.extExtension identifying the file format:.txt – fixed .csv – comma delimited.tab – tab delimited4FIXED OR DELIMITED FILES This section describes the fixed file and delimited file specifications. The fixed file and delimited files contain a header record followed by data records. The file type is specified in the header record.The “Pop” column in the header and data records is coded as follows: M - Mandatory, this field must always be populated A - This field is populated in accordance with table 2.3-1 “Required Categories and Totals”O - Optional, data in this field are optionalHeader Record DefinitionThe header record is required and is the first record in every file submitted to the ESS. The purpose of the header record is to provide information as to the file type, number of data records in the file, file name, file identifier, and file reporting period. Table 4.1–1: Header RecordData Element NameStart PositionLengthTypePopDefinition / CommentsPermitted ValuesAbbreviationsFile Type150StringMIdentifies the type of file being submitted. SEA SPECIAL ED PARAPROFESSIONALSLEA SPECIAL ED PARAPROFESSIONALSTotal Records In File5110NumberMThe total number of data records contained in the file. The header record is NOT included in this count.?File Name 6125StringMThe file name including extension, the same as the external file name. ?See section 3.0File Identifier8632StringMAny combination of standard characters to further identify the file as specified by the SEA (e.g., a date, person’s name, and version number).?File Reporting Period1189StringMThe school year for which data are being reported. The required format is "CCYY–CCYY" or "CCYY CCYY", where either a hyphen or a space separates the beginning and ending years. 2019-2020OR2019-2020Filler127333StringMLeave filler field blank.?Carriage Return / Line Feed (CRLF)4601?M? Below is an example of a header record.Table 4.1–2: Header Record ExampleFormatFile Type,Total Records in File,File Name,File Identifier,File Reporting Period Filler, Carriage Return / Line FeedExampleLEA SPECIAL ED PARAPROFESSIONALS,15,euleaSPEDPPROFv000001.csv,characters to identify file,2019-2020,?Data Record DefinitionData records are required and immediately follow the header record in every file submitted to the ESS. Data records provide counts for the specified category sets, subtotals and education unit totals.Table 4.2–1: Data RecordsData Element NameStartPositionLengthTypePopDefinition / CommentsPermitted ValuesAbbreviationsFile Record Number110NumberMA sequential number assigned by the State that is unique to each row entry within the file.?DG559State Code112StringMThe two-digit American National Standards Institute (ANSI) code for the state, District of Columbia, and the outlying areas and freely associated areas of the United States.For a list of valid State Codes, refer to the EDFacts Workbook.DG570State Agency Number132StringMA number used to uniquely identify state agencies. This ID cannot be updated through this file. 01 – State Education AgencyDG4LEA Identifier (State)1514StringMThe identifier assigned to a local education agency (LEA) by the state education agency (SEA). Also known as State LEA Identification Number (ID). This data element cannot be updated through this file.?SEA level – BlankFiller2920StringMLeave filler field blank.Table Name4920StringMSee table 2.3-1 Required Categories and TotalsSPEDPARAPROFFiller6915StringALeave filler field blank.Age Group8415StringAThe age range of students (children).3TO5 – 3 through 56TO21 – 6 through 21MISSING Qualification Status (Paraprofessionals)9915StringAAn indication of whether paraprofessionals are classified as qualified for their assignment according to state definition.Q – QualifiedNQ – Not qualifiedMISSING Filler11415StringMLeave filler field blank.?Total Indicator1291StringMAn indicator that defines the count level – see table 2.3-1 Required Categories and TotalsN – Specifies category setY – Specifies subtotal or total of the education unitExplanation130200StringOText field for state use.?Paraprofessional FTE33010Decimal NumberMReport decimal numbers down to one- hundredth FTECarriage Return / Line Feed (CRLF)3401?M??Below is an example of a data record, this is the set of data that should be submitted for each education unit. See table 2.3-1.Table 4.2–2: Data Record Example – LEA level Aggregation ExampleFormatFile Record Number,State Code,State Agency Number,LEA Identifier (State),Filler,Table Name,Filler,Age Group,Qualification Status (Paraprofessionals),Filler,Total Indicator,Explanation,Paraprofessional FTE?Category Set A1,80,01,00605EUPHORIA,,SPEDPARAPROF,,3TO5,Q,,N,,2.50?Subtotal 18,80,01,00605EUPHORIA,,SPEDPARAPROF,,,NQ,,Y,,2.80?Subtotal 26,80,01,00605EUPHORIA,,SPEDPARAPROF,,6TO21,,,Y,,5.80?Total of education unit9,80,01,00605EUPHORIA,,SPEDPARAPROF,,,,,Y,,9.8?APPENDIX: IDEA CROSSWALK This appendix contains the crosswalk for OSEP legacy Table 2 “Personnel (In Full–Time Equivalency of Assignment) Employed to Provide Special Education and Related Services for Children with Disabilities.”The following file specifications are relevant to OSEP legacy Table 2:FS070 (DG486) is used to submit data for section AFS112 (DG647) is used to submit data for section BFS099 (DG609) is used to submit data for section CIDEA (Personnel – Table 2) CrosswalkIDEA Data Collection DescriptionTable SectionEDFacts File SpecEDFacts Data GroupCategory SetSpecial Education Teachers Serving CwDsAHighly QualifiedA.1FS070486ANot Highly QualifiedA.2FS070486ATotal by age rangeA.3FS070486Subtotal 2Total by qualification statusA1,2,3FS070486Subtotal 1Total column, Total row*FS070486Total of Education UnitSpecial Education Paraprofessionals Serving CwDsBQualifiedB.1FS112647ANot QualifiedB.2FS112647ATotal by age rangeB.3FS112647Subtotal 2Total by qualification statusB1,2,3FS112647Subtotal 1Total column, Total row*FS112647Total of Education UnitRelated Services Personnel Serving CwDsCFully CertifiedC.1FS099609ANot Fully CertifiedC.2FS099609ATotalC.3.FS099609Subtotal 1*Total of the Education Unit is the same as the cell in the total column and total row.The Department of Education’s mission is to promote student achievement and preparation for global competitiveness by fostering educational excellence and ensuring equal access. ................
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